According to existing corporate governance policies, all organizations and companies are required to retain original copies of their records for a given period of time. Most policies may have predated the Internet and email technology but the same rules governing paper documents are still applicable to email transactions, meaning these documents must also be archived and maintained for some time. Failure of a company to observe such email compliance draws in various consequences to their operations and their reputation.
The consequences
Putting email compliance at the back burner has numerous consequences, which are almost always negative. One of these consequences is litigation. As per existing rules and regulations, certain legal actions can be taken against companies, organizations, and their respective officials who fail to retain and maintain copies of their records and official documents. These legal actions almost always lead to financial penalties and in some cases, court hearings.
The biggest consequence of failing to comply with email policies is the damage it brings to the company's reputation both in the business world and with legal or law enforcement system. Actions taken against a company for failure to comply with email policies and regulations automatically counts as a bad record against it even if no legal actions or financial penalties are carried out.
Effective archiving
The key to effective email compliance is effective email archiving. Instead of having end-users individually archive their email, it is best to have an automatic archiving system that would take away the burden from them. An automatic email archiving system would capture, in their original format, all email messages sent from and received through the company's server and archive them in a secure location.
Compilation of original emails, however, is one side of complying to email policies. Existing regulations also dictate that the whole email archiving process is auditable. This entails having log records, counts, and files to ensure that no emails would bypass the system. Email compliance also requires that all emails in the archive can be searched, found, and viewed with all attachments intact.
Easy compliance
Practicing email compliance today can save you from headaches and expensive problems in the future. Tangent offers an easy and effective way to help you meet this requirement. Our Data Cove appliance is a user-friendly device that you can easily install in your network to handle your email archiving and compliance needs. It is a plug-and-play appliance that is suitable for any kind and size of business or organization. For more information or for inquiries, feel free to contact us through this website.
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